- Digital workflows are efficient and easy to manage
- Unburdened the Exchange server
- Reduced double entry of data
- Increased cash flow
Jaya Apparel Group’s new paper less processes closely mimicked their paper-based processes, reducing learning curves and increasing user adoption. For example, when the customer service department prepares a proforma invoice for a customer, it is electronically sent to both the customer and credit department for approval and release. Electronic stamps route the document through the process, moving the document from one employee’s virtual inbox to the next inbox until the process is complete and the document is archived. By using electronic filing, the company has a searchable, permanent record of every transaction. Internal and external audits can be conducted with ease by giving the auditor access rights to the files. The best part is that no time even needs to be set aside to pull requested documents. With digital workflows in place, management was able to identify hidden bottlenecks and gain valuable insight into the backlog of unprocessed transactions. After simple adjustments to their processing queues, work efficiencies were immediately realized.
Additionally, Jaya Apparel Group discovered that by moving their workflow to DocuWare they were able to unburden their Exchange server because e-mail was no longer used to distribute order processing documents as attachments. Approximately 45 employees throughout the Cash, Accounts Receivables, Outstanding POs, Customer Service, Import and Order Entry departments are using DocuWare. DocuWare is now a core part of the company’s IT system and has been integrated into its databases through a database connection to the AS/400 based ERP system. This has allowed the sharing of information and reduced the double entry of data.
“We didn’t fully understand what a powerful tool DocuWare could be for our organization until we started working with it,” said Don Lewis, CFO for Jaya Apparel Group.
Now with DocuWare, customer complaints for shipping discrepancies are sent to the credit department for resolution. By using DocuWare as a digital archive, the credit department, can respond immediately and provide compelling documentation to support Jaya Apparel Group’s position. Quick response to shipping discrepancies improves customer relationships and has allowed the company to improve its cash flow. “Our DocuWare solution has been more effective than I imagined after I saw the demo. It has paid for itself within six months. Our Return on Investment with DocuWare has been very dramatic,” said Lewis.
Jaya Apparel Group employees are much more efficient because they can find the information they need promptly whenever an issue arrives and they avoid printing and filing documents altogether realizing cost savings from their old paper based system.
“My staff used to be surrounded by four foot high piles and boxes of paper. Now the office is free from those walls, improving our workplace environment."